What are the responsibilities and job description for the Receptionist / Administrative Assistant position at Access Management?
Primary Objective of Position:
To facilitate the administrative functions of the corporate office. The Receptionist shall take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily functions. Outlined below are the functions that are to be handled by the Receptionist however the role is not limited to these functions.
Essential Functions:
- Answer all calls, and distribute as needed, greet homeowners, vendors, and guests in a professional and timely manner.
- Follow up with email and voicemail to ensure clients concerns have been addressed and satisfied
- Assist residents as needed
- Ensure workplace is kept neat and organized
- Monitor and distribute emails as needed
- Assist with Intake of Leases
- Intake of Payments made in person
- Assist with gates and fobs as needed.
- Assist with all incoming and outgoing correspondences.
- Open and distribute all incoming mail
- Assist with all mass mailings
- Mail out late notices, statements, etc.
- Process all returned mail & file unidentified returns
- Prepare homeowner packets for mailing
- Maintain all necessary files and in an organized manner
- Assist will all office filing if applicable
- Assist with all clerical and administrative needs.
- Assist with data entry
- Certificate of Insurance
- Homeowner Information Sheets
- Parking, etc.
- Assist with data entry
Non-Essential Functions:
- Keep the Office Manger promptly and fully informed of all problems or unusual matters of significance.
- Perform all duties and responsibilities in a timely and efficient manner in accordance with established Company policies and procedures to achieve the overall objectives of this position.
- Maintain a favorable working relationship with all other Company employees to foster and promote a cooperative and harmonious working climate.
- Perform special projects and other responsibilities as assigned.
- Participate in task forces and committees as required.
- Attend Company sponsored functions.
Knowledge and Skills:
Education: High School diploma acceptable. Two years post high school education preferred.
Experience: One to two full years of employment in related position.
Skills & Abilities: Requires knowledge of administrative profession.
- Requires ability to make decisions and determine a course of action.
- Must be able to work with and understand financial information and data, and basic arithmetic functions.
- Must possess communication skills.
- Must work well in stressful and high-pressure environment.
- Must maintain composure while being confronted by residents and vendors.
Tools and Equipment:
- Telephone
- Computer
- Facsimile Machine
- Calculator
- Keys
- Photocopier
Physical Job Requirements – for essential functions only:
- Limited lifting, pushing, pulling, and carrying is required in order to move boxes - approximately 1% of essential job function.
- Limited bending and kneeling is required when arranging supplies or equipment – approximately 1% of essential job function.
- Mobility needed to move about the complex between offices approximately 2% of the time.
- Work environment: 100% of time is spent indoors.
- Hearing is critical to communicating by telephone and assisting guests.
- Vision is critical to completing the numerous administrative responsibilities.
- Speech is critical to communicating with guests, employees, and clients.
- Written guest communication and administrative responsibilities require excellent reading and writing abilities 100% of the workday.
- Must be able to work between 40 hours each week as needed.
I have read and understand the job description as stated above and accept that any of the tasks may be modified or changed. I can perform the essential functions of this job as listed above, with or without reasonable accommodation.